Personnel Assets Attendance and Accounting

Transcription

1 National Guard Regulation Personnel Information Systems Personnel Assets Attendance and Accounting National Guard Bureau Arlington, VA May 2012 UNCLASSIFIED

2 SUMMARY of CHANGE NGR Personnel Assets Attendance and Accounting 3 May 2012 o This regulation has been extensively revised to incorporate procedures for MyUnitPay.

3 National Guard Bureau *NGR Arlington, VA May 2012 Personnel Information Systems Personnel Assets Attendance and Accounting By Order of the Secretary of Army: CRAIG R. MCKINLEY General, USAF Chief, National Guard Bureau Official: MR. FRIEDRICH L. MARTIN GS-15, DAF Supervisory, Plans and Policy Office History. This publication is a complete revision of NGR that introduces the new application entitled MyUnitPay. Summary. This regulation prescribes the preparation and management of personnel attendance and accounting procedures using the MyUnitPay application. This regulation prescribes the requirements for personnel attendance and accounting in both active and inactive status, and in all categories of training such as inactive duty training periods, annual training, active duty for training, full-time National Guard duty for training, as well as active duty operational support, full-time National Guard duty for operational support, Active Guard/Reserve, and inactive duty for funeral honors. It prescribes the attendance reporting policies; the procedures for preparing, distributing, and filing of the various forms used in this process; and the codes required to support attendance and related reports. Applicability. This regulation applies to Army National Guard (ARNG)/Army National Guard of the United States (ARNGUS) and personnel who are not in the end strength of the Regular Army. Proponent and exception Authority. The proponent of this regulation is the Chief, Personnel Division (ARNG-HRP). The proponent has the authority to approve exceptions to this regulation which are consistent with controlling law and regulations. Managers Internal Control Program. This regulation contains internal control procedures and identifies key controls that must be evaluated in accordance with (IAW) AR A checklist is in appendix B. Supplementation. Supplementation of this regulation requires approval from Chief, National Guard Bureau, ATTN: ARNG-HRP, 111 South George Mason Drive, Arlington, VA Suggested Improvements. Users are invited to send comments and suggested improvements on DA Form 2028 (Recommended Changes to Publications and Blank Forms) directly to Chief, National Guard Bureau, ATTN: ARNG-HRP, 111 South George Mason Drive, Arlington, VA Distribution. A Contents (listed by paragraph and number) Chapter 1 *This publication supersedes NGR 680-1, 8 July i

4 *NGR May 2012 General Contents -- Continued Purpose 1-1 References 1-2 Explanation of abbreviations and terms 1-3 Responsibilities 1-4 Accountability of personnel assets 1-5 Procedures for accessing MyUnitPay 1-6 Privacy Act requirements 1-7 Chapter 2 Attendance Performance and Accounting Purpose 2-1 Establish an account 2-2 Create a drill calendar 2-3 Create the DA Form Record unit training period participation 2-5 Record additional training period participation 2-6 Record inactive duty funeral honors participation 2-7 Record annual training participation 2-8 Record active service for operational support and training 2-9 Rescheduled training in concert with active service periods 2-10 Inactive duty performance certificate 2-11 Disposition of DA Form Reports 2-13 State active duty 2-14 Appendixes A. References B. Internal Control Evaluation Checklist C. Training and Retirement Category Designators, and Attendance, Absence, and Performance Codes D. Attendance Entry Requirements E. Absence Entry Requirements F. Loss Entry Requirements G. Change in Status, Performance of Training, and Active Service Entry Requirements H. Additional, Equivalent, and Rescheduled Training, and Funeral Honors Duty Entry Requirements I. Injury and Illness Entry Requirements J. Attached Personnel Entry Requirements K. Miscellaneous Changes Entry Requirements L. Unit Administrative Remarks and Certification of Participation M. Inactive Duty Performance Certificate Table List Table 2-1: Table C-1: Inactive duty type duty codes Training and retirement category (TRC) designators ii

5 3 May 2012 * NGR Table C-2: Table C-2: Table C-2: Table D-1: Table E-1: Table F-1: Table G-1: Table H-1: Table I-1: Table J-1: Table K-1: Table L-1: Attendance, absence, and performance codes Attendance, absence, and performance codes -- continued Attendance, absence, and performance codes -- continued Types of attendance codes and descriptions Absence entry requirements Loss entry requirements Change in status, performance of training, and active service entry requirements Additional, equivalent, and rescheduled training, and funeral honors duty entry requirements Injury and illness entry requirements Attached personnel entry requirements Miscellaneous changes entry requirements Unit administrative remarks and certification of participation Figure List Figure B-1. Internal control evaluation checklist Figure D-1. Sample entries of attendance codes and supporting remarks Figure E-1. Sample entries of absence codes and supporting remarks Figure E-1. Sample entries of absence codes and supporting remarks -- continued Figure E-1. Sample entries of absence codes and supporting remarks -- continued Figure F-1. Sample entries for recording losses and attendance entry requirements Figure G-1. Sample entries for recording change of status, performance of training, and active service entry requirements Figure H-1. Sample entries for recording additional, equivalent, and rescheduled training, and funeral honors duty entry requirements Figure H-1. Sample entries for recording additional, equivalent, and rescheduled training, and funeral honors duty entry requirements -- continued Figure I-1. Sample entries for recording injury and illness remarks, and attendance credit codes Figure I-1. Sample entries for recording injury and illness remarks, and attendance credit codes -- continued Figure J-1. Sample entries for recording attached personnel remarks and attendance codes Figure K-1. Sample entries for recording miscellaneous change remarks and attendance credit codes Figure L-1. Sample entries for unit administrative remarks and certification of participation Figure M-1. Example, Inactive Duty Performance Certificate Glossary iii

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7 3 May 2012 *NGR Chapter 1 General 1-1. Purpose This regulation prescribes policies, procedures, and responsibilities for attendance accounting and performance reporting of all military personnel in the Army National Guard (ARNG). The procedures prescribed in this regulation are considered the minimum required for the proper accounting of personnel and attendance for pay or retirement point purposes. Additional requirements imposed by State military authorities cannot be used to support additional Federal staffing References Required and related publications and prescribed and referenced forms are listed in appendix A Explanation of abbreviations and terms Abbreviations and special terms used in this regulation are explained in the glossary Responsibilities a. SIDPERS-ARNG Interface Branch Chief (SIB Chief) will-- (1) Maintain data in SIDPERS on all members of the Army National Guard of the State. (2) Schedule SIDPERS updates with the United States Property and Fiscal Officer (USPFO) Data Processing Installation (DPI) and resolve any discrepancies on a daily basis or after updates are processed. (3) Initiate the DA Form 1379 (US Army Reserve Components Unit Record of Reserve Training) as the tool for use in accountability and other actions for all members of the ARNG as prescribed in this regulation. b. Unit commanders will-- (1) Account for all assigned and attached personnel including members assigned to the Inactive Army National Guard (ING). (2) Initiate follow-up action through the SIB when required documentation was submitted but did not result in a change to data on the DA Form (3) Monitor Soldiers not listed on the DA Form 1379 and add them to the DA Form 1379 to ensure payment for authorized training periods. (4) Review Reserve Component, Training, Pay, and Retirement Categories to ensure proper pay status. (5) Ensure all historical entries listed in appendixes F through L are annotated on the DA Form c. USPFO s will ensure federal funds are available and release Inactive Duty Training (IDT) transactions for payment Accountability of personnel assets For the purposes of accounting for all ARNG personnel assets: a. Accountable strength includes all Soldiers assigned to ARNG units except those assigned to the ING of their units. b. Members of the ARNG on AT, ADT, FTNGD for Training and for Operational Support, AGR or other tours of active service, all of which are either AD under Title 10 or FTNGD under Title 32, are part of the accountable strength of the ARNG unit of assignment. This does not include those on extended active duty in the strength of the Army and those called or ordered into active Federal service all of which is under Title 10, U.S. Code. c. Attached personnel are accountable in the strength of the ARNG units to which they are assigned. d. Personnel transferred to the ING of their units remain in the ARNG but are lost to the accountable strength IAW NGR They will continue to appear on the DA Form 1379 for command and control purposes while they are assigned to the ING of their units. e. Soldiers on active duty or full-time National Guard duty who exceed 1,095 days in the previous 1,460 days will count against the active duty or full-time National Guard duty strength of the ARNG for operational support as stated in 10 USC 115(a) Procedures for accessing MyUnitPay Personnel approved to access MyUnitPay, as explained in paragraph 2-2a below, can access the National Guard Bureau (NGB) web site at using a government computer with a Common Access Card (CAC). They will have access to data on all Soldiers assigned to their units. Authorized 1

8 *NGR May 2012 users may electronically generate the form, record attendance and absence codes, enter unit remarks, and electronically submit DA Form 1379 through the USPFO to Defense Finance and Accounting Services (DFAS). Reporting will include paid and nonpaid IDT, Inactive Duty Funeral Honors (IDFH), Active Duty (AD) and fulltime National Guard duty (FTNGD), plus additional tasks pertaining to Soldier pay Privacy Act requirements Managers and users of personnel assets attendance and accounting information and will comply with DoD R DoD Freedom of Information Act Program and AR , The Army Privacy Program and ensure all records are protected. Specifically, this pertains to the personally identifiable information (PII) such as full name, SSN, dates of birth, home addresses and personal telephone numbers, family member information, and any other protected information used in documents prescribed or mentioned in this regulation. Chapter 2 Attendance Performance and Accounting 2-1. Purpose The DA Form 1379 is the electronic means to record a unit s IDT attendance, absences, and other related personnel, pay, and performance remarks, plus certain unit actions. The DA Form 1379 is not a source document to add, change, or delete information on the SIDPERS database. The report contains selected personnel data for all accountable personnel assets and Soldiers separated from the ARNG. The DA Form 1379 is used-- a. For personnel accounting purposes. b. To record training and duty attendance and absence codes for paid and non-paid duties and training. c. As a substantiating document to support pay actions in DJMS-RC and non-paid retirement points in RPAM. d. As a historic reference to unit activities as prescribed by appendixes F through L Establish an account a. To request access to MyUnitPay, commanders and their designated users will submit DD Form 2875 (System Authorization Access Request (SAAR)) through the State DCSIM and USPFO Military Pay Section to CNGB (ARNG-RMC-F), ATTN: MyUnitPay Team for approval to access MyUnitPay. The MyUnitPay Team will assign each user a login ID and temporary password and instruct users to change their passwords before using MyUnitPay. b. MyUnitPay users should download the User Manual, slides, help feature, and other maintenance screens from the site to familiarize themselves with the system and for ease of use as references Create a drill calendar Create a drill calendar in MyUnitPay for each unit by entering the drill date(s) for the fiscal year (FY) from the approved yearly training calendar. Changes to the drill calendar may then be posted in MyUnitPay when approved. After creating the drill calendar, the user can select and query a scheduled Multiple Unit Training Period (MUTP) to verify dates are accurate before creating the DA Form Detailed guidance on how to create the drill calendar is in the User Manual Create the DA Form 1379 The SIDPERS Interface Branch (SIB) will create, change, or delete a unit file in SIDPERS based on unit organization actions by the JFHQ-State G-3 to establish, change, or disestablish a unit, and notify the USPFO Military Pay Section of the action. The SIDPERS Organization File enables the SIB to assign each member of the unit to an authorized position by paragraph and line number. This will enable authorized users of MyUnitPay to create DA Forms 1379 for their units on demand as follows. a. Create an Initial DA Form 1379: (1) When a new UPC is added based on -- (a) Extension of Temporary Federal Recognition, or; (b) The unit is redesignated, consolidated, or there is a change of station of more than 50 miles where 50 percent or a lesser percentage of the assigned personnel relocate with the unit, as defined in NGR 10-1, or; (c) The unit returns to State control after being relieved from active service. 2

9 3 May 2012 * NGR (2) To cover the period from 0001 hours of the day granted Federal recognition, or the effective date of conversion, reorganization, redesignation, consolidation, or change of station, to 2400 hours on the day of the last scheduled UTP of that month. (3) And maintain records IAW paragraph b. Periodically create DA Form 1379 to report training listed in the drill calendar plus other activities. The system will pre-populate the DA Form 1379 with all members assigned and attached to the units selected. Use the New Accession feature in M yunitpay to enter the names of assigned and attached Soldiers whose information was not pre-populated because they have not yet been entered into SIDPERS. c. Create a Final DA Form 1379: (1) When a UPC is to be changed or deleted based on -- (a) Withdrawal of temporary or permanent Federal recognition, or; (b) The unit is redesignated or consolidated, or there is a change of station of over 50 miles where 50 percent or a lesser percentage of the assigned personnel move with the unit has a change in status as defined in NGR 10-1, or; (c) The entire unit is ordered into active Federal service. (2) To cover the period from the day after the last scheduled UTP and ending at 2400 hours on the effective date of withdrawal of Federal recognition, or the day prior to conversion, redesignation or consolidation. (3) By entering FINAL REPORT in the Remarks Section. (Note: The final DA Form 1379 will not be blank. (4) And maintain records IAW paragraph Record unit training period participation a. Record inactive duty attendance and absence codes with required remarks for Soldiers listed on the DA Form Attendance and absence codes for inactive duty are in appendix C. Instructions for processing additional individual training periods are in paragraph 2-6 and Inactive Duty Funeral Honors (IDFH) are in paragraph 2-7. b. Enter, update, and delete remarks for a specific UIC or period in the Unit Remarks Section for significant training performed by the unit, such as section training or Weapons Qualification on the reported date(s). When the user closes the DA Form 1379, in MyUnitPay, the system will produce the K Transmittal Letter (K-TL), which is the DA Form The DA Form 1379 at this point is referred to in MyUnitPay as the Certificate of Performance. c. The commander or senior Soldier present will sign the Certificate of Performance (DA Form 1379) when all supporting documents are attached. d. All training must be authorized through the issuance of written orders, memoranda, unit training schedules, or other document prescribed by the State in advance of the start of training IAW NGR or other directive. Prepare an Inactive Duty Performance Certificate as shown in appendix M to document each Soldier s training or duty status for the type of training or duty performed when the Soldier is not at their primary unit training site for the scheduled unit training. States are authorized to modify the Inactive Duty Performance Certificate. Record only one type of training or duty on each certificate. Abbreviations, titles, and codes for Inactive Duty are shown in table 2-1. e. Equivalent Training Periods (ETPs), Rescheduled Training Periods (RSTPs), and Additional Unit Training Periods (AUTPs) are recorded on the DA Form 1379 as follows: (1) Enter attendance codes in the Performance Date and Period column beside the attendance code for the regularly scheduled UTA. (2) For RSTPs and AUTPs that were performed, entered into MyUnitPay, and processed and paid by NGB before the scheduled training, the information will appear on the DA Form 1379 beside the attendance code for the regularly scheduled training period. (3) For ETPs, RSTPs, and AUTPs performed after the unit training period(s), the unit representative will enter a remark that the training was performed. That information will appear on the unit s next DA Form (4) Example remarks for RSTPs, ETPs and AUTPs are in appendix H. (5) RSTPs may be performed before or after the regularly scheduled training. RSTPs must, IAW 32 USC 502(b), be performed during a window of 90 consecutive days which opens when the first Soldier of the unit performs the first UTP or RSTP for the regularly scheduled training period(s). (6) A Soldier may not perform more than four Equivalent Training Periods in a fiscal year as stated in 37 USC 206(e). ETPs will be performed in uniform within 60 days after the scheduled training periods. f. Enter appropriate remarks on the DA Form 1379 for both paid and non-paid active duty and FTNGD performed IAW appendixes G and H. g. Example remarks for inactive duty training, active duty and FTNGD are in appendixes G and H. 3

10 *NGR May 2012 h. The commander or senior Soldier present will sign the Inactive Duty Performance Certificate and direct that the information be entered into MyUnitPay using the J Transmittal Letter (J-TL) once the training or duty is completed. The unit will forward a copy of the Inactive Duty Performance Certificate to the RPAM administrator when it has remarks of training or duty that was performed in a non-paid status. i. The system will produce the Certificate of Performance when the user closes the J-TL in MyUnitPay. The commander or senior Soldier present will sign the Certificate of Performance and file it with the supporting documents for the DA Form Table 2-1 Inactive duty type codes Code Meaning Inactive duty for unit training 11 UTP - Unit Training Period (includes also Multiple Unit Training Period (MUTP), Rescheduled Training Period (RSTP)for UTP/MUTP (pay status only) 21 ETP - Equivalent Training Period Inactive duty for additional unit training 41 AUTP - Additional Unit Training Period 42 AUTP - Jump Proficiency Additional Unit Training Period Inactive duty for additional individual training 31 AFTP - Additional Flying and Flight Training Period 51 ATP - Junior Leader Training for Civil Disturbance (JLTCD) 61 ATP - Nuclear Weapons Surety Readiness Proficiency Period 71 RMP - Readiness Management Period (Training Support) 81 ATP - Additional Training Period 82 ATP - Additional Simulation Training Period (ASTP) 91 RMP - Readiness Management Period (Management Support) Inactive duty for funeral honors 44 IDFH Inactive Duty Funeral Honors 2-6. Record additional training period participation a. All training must be authorized through the issuance of written orders, memoranda, unit training schedules, or other document prescribed by the State in advance of the start of training IAW NGR or other directive. Prepare an Inactive Duty Performance Certificate as shown in appendix M to document each Soldier s training or duty status for the type of training or duty performed when the Soldier is not at their primary unit training site for the scheduled unit training. States are authorized to modify the Inactive Duty Performance Certificate. Only one type of training or duty will be recorded on each certificate. Abbreviations, titles, and codes for Inactive Duty are shown in table 2-1. b. ATPs performed before the scheduled training that were entered into MyUnitPay, processed, and paid by DJMS-RC before the scheduled unit training periods will appear on the DA Form c. For ATPs performed after the unit training period, the unit representative will enter a remark that duty was performed. That information will appear on the unit s next DA Form d. Enter appropriate remarks on the DA Form 1379 for both paid and non-paid ATPs performed. e. Example remarks for ATPs are in appendix H. f. The commander or senior Soldier present will sign the Certificate of Performance and direct that the information be entered into MyUnitPay using the J Transmittal Letter (J-TL) as soon as is practicable after the training or duty is completed. The unit will forward a copy of the Inactive Duty Performance Certificate to the RPAM administrator, when it has remarks that duty was performed in a non-paid status. g. The system will produce the Certificate of Performance when the user closes the J Transmittal Letter J-TL in MyUnitPay. The commander or senior Soldier present will sign the Certificate of Performance and file it with all supporting documents with the DA Form

11 3 May 2012 * NGR Record inactive duty funeral honors participation a. Use MyUnitPay to process payment for Inactive Duty Funeral Honors Duty (IDFH). b. The FHD Coordinator will maintain a list of Soldier(s) available to perform IDFH duty, consisting of Soldiers' names, rank, and SSN provided by commanders within their States. The coordinator will determine when there is a requirement for their assistance with a burial mission. When Soldiers are needed, the coordinator will assign them to a funeral detail to perform IDFH and notify the Soldiers and their units of the mission. After the IDFH is performed, the coordinator will complete and sign the Inactive Duty Performance Certificate, appendix M, indicating that duty was performed. If performed in a paid status, the coordinator will enter the pay action in MyUnitPay or forward the Inactive Duty Performance Certificate to the Soldier s unit for processing, depending upon State policy and procedures. c. Example remarks for IDFH are in appendix H. d. The system will produce the Certificate of Performance when the user closes the J-TL in MyUnitPay. The coordinator will sign the Certificate of Performance, if the coordinator entered the information into MyUnitPay, and forward a copy to the commander of the Soldier performing the duty to be filed with unit records. If forwarded to the unit for pay action or entry into MyUnitPay the commander or senior Soldier present will sign the Certificate of Performance and file with supporting documents with the DA Form e. After payment by DFAS, retirement points earned generated by a pay action will be imported into RPAM through an interface from DFAS using the d02 file. If duty was performed in a non-paid status, forward the Inactive Duty Performance Certificate with a Transmittal Record to the RPAM administrator to manually enter retirement points in RPAM Record annual training participation a. Do not use DA Form 1379 for Annual Training (AT) attendance, accountability, or pay procedures using MyUnitPay. b. Process AT payrolls through MyUnitPay for Soldiers issued individual AT orders. c. Use the mechanized payroll in MyUnitPay to account for all members of the unit and process it through the USPFO Military Pay Section to DJMS-RC for payment to Soldiers Record active service for operational support and training a. Soldiers ordered to perform active service (ADT, FTNGD-TNG, ADOS-AC, ADOS-RC, or FTNGD-OS) for fewer than 30 days in duration will be paid through MyUnitPay. To certify active service performance of duty, users of MyUnitPay will: (1) Ensure all Soldiers entitled to Foreign Language Proficiency Bonus (FLPB) or paying child support have been entered in the FLPB and/or Child Support forms. (2) Create a J-TL in the document control module. (3) Complete all applicable fields on the transaction, such as BAS, BAH, Incentives/Special Pay verification, and Travel information, prior to certifying active service performance. (4) Close the TL and MyUnitPay will automatically send the complete action to USPFO Military Pay Section. b. Upon receipt of the TL, USPFO Military Pay Section personnel will review for accuracy, certify, and electronically forward the action to DFAS for payment. c. Upon publication of an amendment of an original order to active service in a. above to a total period of more than 29 days, the unit will be sent a copy of the original order and the amendment by TL to the Military Pay Section. Submit revocations and rescissions of active service orders by TL to Military Pay Section for processing and, in some cases, collection action Rescheduled training in concert with active service periods Soldiers may be ordered to perform active service (ADT, FTNGD-TNG, ADOS-AC, ADOS-RC, or FTNGD-OS) at the same time as their units regularly scheduled training. These Soldiers may be authorized to perform rescheduled training prior to or after the regularly scheduled IDT periods. The rescheduled training must be requested and approved prior to the regularly scheduled training date. This applies to periods of active service for training or operational support of 29 or fewer days, using the guidance in NGR 350-1, paragraph 3-10b(1). For periods of more than 29 days, the personnel and pay systems enter a code that will not allow performance of RSTPs for IDT periods scheduled during the period of active service. a. A Soldier authorized to perform rescheduled training prior to scheduled IDT training dates will be reported with code E on the DA Form 1379 to show the RSTP was performed. 5

12 *NGR May 2012 b. If the RSTP was requested and approved to be performed after the unit's regularly scheduled IDT training period, report the Soldier with code K on the DA Form 1379 to show the RSTP was approved and will be performed on dates authorized. c. If the Soldier requested and was approved to perform an RSTP after scheduled IDT training dates and is reported with code C constructive attendance on the DA Form 1379, the unit can override the system and change to code K, provided the code C is not shaded in gray when opening MyUnitPay on the DA Form If gray, the application will not allow a change. d. If the unit reports the Soldier with code C on the DA Form 1379 on the dates of the originally scheduled IDT periods, and certifies the DA Form 1379 in MyUnitPay, the application will not let the unit change the code C to a code K, to allow the Soldier to perform rescheduled training Inactive duty performance certificate a. The designated unit representative, upon receipt of the Inactive Duty Performance Certificate from unit member(s), as indicated above, will enter the transaction using the MyUnitPay J-TL to process the pay action. After the transaction is processed, the system will automatically generate the Certificate of Performance when the user closes the transaction. A certificate of performance will not be generated for duty performed in a non-paid status. If a MyUnitPay J- or K- TL is not displayed, or there is a problem with entering pay actions and receiving the Certificate of Performance, refer to the user manual for guidance. Both the J- and K- TLs or Certificate of Performance and the Inactive Duty Performance Certificate must be signed by the commander or senior Soldier present, and filed as supporting documents with the DA Form b. Complete a DD Form 577, Appointment/Termination Record Authorized Signature: (1) When a new commander is appointed. The unit will initiate a DD Form 577 for an acting commander and forward it with a copy of the assumption of command document to the Military Pay Section. (2) When the unit commander designates an alternate certifying officer. The alternate may be a commissioned officer or warrant officer, an NCO in the grade of Sergeant First Class or above, or military technician in grade GS-7 or above. Send the DD Form 577, bearing the signature of the alternate certifying officer, to the USPFO Military Pay Section. The alternate certifying officer must have personal knowledge of the performance being certified and must not have prepared the DA Form 1379 being certified. c. Commanders delegating signature authority are not delegating responsibility. Commanders of organizations are responsible for the certification of the attendance status of their command and cannot delegate this responsibility. d. Where there is no actual temporary assumption of command, the senior Soldier present (regardless of grade) will authenticate the DA Form 1379 and related Certificates of Performance for pay in the commander's or acting commander s absence. e. Include a remark in the Remarks section of the DA Form 1379 authentication page: The undersigned was the senior command Soldier actually present during the period (inclusive dates). This remark will serve as temporary authority to certify the performance data for that period of duty Disposition of DA Form 1379 After all IDT attendance codes and required comments are entered on the DA Form 1379 using MyUnitPay K-TL, the user will close out and electronically transmit the TL to the USPFO Military Pay Section for review and forwarding to DFAS. The user will print three copies of the DA Form 1379, K-TL certificate of performance, and distribute as follows: a. Copy 1. Forward to the MPMO/G1 RPAM to record manual retirement point entries and for retention of this copy IAW AR b. Copy 2. Retain, with supporting documents, at unit and dispose IAW AR c. Copy 3. Forward to the unit's next higher headquarters unless directed otherwise by the State Adjutant General Reports The following reports are prescribed in the MyUnitPay User Manual for the use of commanders and their staffs: a. Unit Work Report. Lists all Soldiers on the unit s DA Form The report allows users to record attendance codes on the printed form prior to updating in MyUnitPay. b. Drill Count Report. Lists all Soldiers in the unit who have completed 40 UTPs and ETPs combined. c. RSTP Report. Lists all Soldiers coded on the DA Form 1379 with attendance code K (Rescheduled Training (RSTP)) or S (Equivalent Training Period). 6

13 3 May 2012 * NGR d. DA Form 1379 Report. Final report with the signature block of the commander or highest ranking Soldier present. e. AWOL Report. Lists all Soldiers in the DJMS AWOL table with an absence code U (Unexcused Absence or Unsatisfactory Performance). f. DA Form 1379 Attendance Report. DA Form 1379 attendance percentages for the units selected. g. RSTP 90-Day Window. The window during which unit members must perform their scheduled IDT for a scheduled unit training period (UTP) or multiple unit training period (MUTP), and which opens on the date the first Soldier assigned or attached to the unit performs a RSTP prior to the unit s regularly scheduled UTP or MUTP. h. Missing UIC Drill Calendar. Units that have not completed their drill calendars for the current year. i. DJMS Export Report. All records for units that will be processed in the next export run and will be removed once the file is submitted, therefore there is no history file. It includes DA Form 1379 transactions, referral bonus transactions, inactive duty funeral honors, additional flying and flight training periods (AFTP), suspended transactions, closed TL records, non-paid attendance codes, active duty certifications processed, and other transactions. j. Open TL Report. All records currently associated with open TL Numbers. k. DJMS Export Suspense Transactions. All records for a selected UICs and indicates if Soldiers transactions are in suspense State active duty State active duty is employment in a State status and is not creditable for any form of retirement points or compensation for service as a Reserve of the Army. State active duty performed by one or more Members of the unit is entered in the remarks section of the DA Form 1379 for unit historical purposes. 7

14 *NGR May 2012 Appendix A References Section I Required Publications DoD R DoD Freedom of Information Act Program (Cited in para 1-7) AR The Army Records Information Management System (ARIMS) (Cited in paras 2-10a and b) AR The Army Privacy Program (Cited in para 1-7) NGR 10-1 Organization and Federal Recognition of Army National Guard Units (Cited in paras 2-4a (2) and 2-13a (2)) NGR Army National Guard Training (Cited in paras 2-5d and 2-6a) NGR Inactive Army National Guard (Cited in app C, Code C, and app D, example 4) MyUnitPay User Manual (Cited in paras 2-2, 2-9, 2-11) Army National Guard MyUnitPay User Manual Section II Related Publications A related publication is a source of additional information. The user does not have to read a related reference to understand this publication AR 11-2 Managers Internal Control Program AR The Army Publishing Program AR Preparing and Managing Correspondence AR Service Obligations, Methods of Fulfillment, Participation Requirements, and Enforcement Procedures AR Incapacitation of Reserve Component Soldiers NGR 10-1 Organization and Federal Recognition of Army National Guard Units NGR Military Pay and Allowances Policy and Procedures Army National Guard NGR United States Property and Fiscal Officers Appointment, Duties and Responsibilities 8

15 3 May 2012 * NGR NGR Army National Guard Training NGR The Active Guard/Reserve (AGR) Program Title 32, Full-Time National Guard Duty (FTNGD) NGR ARNG Tour Program NGB Controlled Title 10 USC Tours NGR Enlisted Personnel Management NGR Automated Retirement Points Accounting System NG Pam Standard Installation/Division Personnel System - Army National Guard (SIDPERS/ARNG) Data Element Dictionary NG Pam Standard Installation/Division Personnel System (Unit Level) 10 USC 115 Personnel strengths: required for annual authorization 10 USC Ready Reserve: funeral honors duty 32 USC 114 Funeral honors function at funerals for veterans 32 USC 115 Funeral honors duty performed as a Federal function 32 USC 502 Required drill and field exercises 32 USC 708 Property and Fiscal Officers 37 USC 204 Entitlement 37 USC 206 Reserves; members of National Guard: inactive-duty training Section III Prescribed Forms DA Form 1379 US Army Reserve Components Unit Record of Reserve Training (Prescribed in para 1-4a (3)) 9

16 *NGR May 2012 Section IV Referenced Forms DA Form 1380 Record of Individual Performance of Reserve Duty Training available at DD Form 577 Appointment/Termination Record Authorized Signature DD Form 2875 System Authorization Access Request DFAS Form 702 Leave and Earnings Statement 10

17 3 May 2012 * NGR Appendix B Internal Control Evaluation Checklist B-1. Function The functions covered by the checklist at figure B-1 include accountability of personnel assets and accuracy of reporting Inactive Duty attendance, absences, and other related personnel, pay and non-paid transactions, performance remarks, and certain unit actions. B-2. Purpose The purpose of this checklist is to help assessable unit managers enable commanders or designated representatives to access MyUnitPay and properly annotate the DA Form 1379 for personnel accounting purposes; to record training and duty attendance and absence codes for paid and non-paid duties and training; and to ensure the preparation and maintenance of substantiating document to support pay actions in DJMS-RC and that non-paid retirement points are reported for entry into Retirement Points Accounting Management (RPAM) records. B-3. Internal control procedures The State Assessable Unit Manager (AUM) and Internal Control Administrator (ICA) will ensure that internal control evaluations are conducted using this checklist. Internal controls include the rules, procedures, techniques and devices employed by commanders to ensure they are applied on a daily basis. Unit commanders will use the checklist to evaluate their units at least annually and provide a copy of the DA Form 11-2 (Internal Control Evaluation Certification) to the ICA. The USPFO or ICA may provide assistance to commanders who submit negative responses. B-4. Test questions The checklist is provided at figure B-1 below. The State Assessable Unit Managers or Internal Control Administrator may alter the checklist by adding additional steps to help commanders effectively manage their programs. B-5. Comments Make this a better tool for evaluating internal control. Submit comments to Chief, National Guard Bureau, ATTN: ARNG-HRP, 111 South George Mason Drive, Arlington, VA

18 *NGR May 2012 Internal Control Evaluation Checklist (See NGR 680-1, appendix B) Test questions (Reference paragraph B-4) Negative answers indicate an internal control deficiency YES NO 1. Are commanders ensuring that the designated users of MyUnitPay are properly accounting for all Soldiers for their units? 2. Are units properly reporting all non-paid duty activities on the DA Form 1379 and supported remarks with Performance Certificates? 3. Are commanders using reports generated in MyUnitPay to assist them with personnel accountability? 4. Have commanders taken action to resolve any issues dealing with Soldiers who were not properly accounted for on the DA Form 1379? 5. Are commanders ensuring completed DA Forms 1379 with required supporting documents are being retained IAW AR ? 6. Are commanders or designated representatives signing both the J- and K- transmittal letters after they are closed out? 7. Are commanders ensuring that Soldiers who performed IDFH for either reserve compensation or Funeral Honors Duty Allowance are being processed in MyUnitPay by the unit or the Funeral Honors Duty Coordinator? 8. Did the Funeral Honors Duty Coordinator enter the IDFH or was the Inactive Duty Performance Certificate forwarded to the unit for entry into the pay system? 9. Are commanders or designated representatives monitoring RPAM to ensure nonpaid retirement points are being recorded for their Soldiers? 10. Have commanders ensured that historical entries as required in appendixes F through L have been made? Figure B-1. Internal control evaluation checklist 12

19 3 May 2012 * NGR Appendix C Training and Retirement Category Designators, and Attendance, Absence, and Performance Codes C-1. Training and retirement category (TRC) designators The TRC designator appears between blocks 2 and 3 on the Leave and Earnings Statement, DFAS Form 702. The TRC identifies a Soldier as being eligible or ineligible to receive IDT pay. Table C-1 shows the designators for paid and non-paid status. Unit leaders must monitor Soldiers' TRCs to ensure that non-prior service enlistees and others not eligible for pay are neither scheduled nor ordered to perform duties or training for which they may not be paid without their consent according to law. Soldiers in the ING may not perform training or duty unless they transfer into an active status in their units. See NGR Soldiers in TRCs P and X who have not started their initial entry training will not attend IDT in a paid status past their authorized number of paid periods. DJMS-RC will automatically change these Soldiers in the pay system to TRC Z when they reach the maximum number of paid IDT periods, but they may, with their consent, attend unit training in a non-paid status. Table C-1 Training and retirement category (TRC) designators Designator Description Part I - Paid status A Soldiers are authorized 48 paid unit training periods. Q Non-prior service Soldiers awaiting the second part of their IADT are authorized to participate in unit training. P Non-prior service enlistees awaiting IADT with pay (High School graduates and bona fide high school seniors) are authorized up to 36 paid training periods, not to exceed 270 days after date of enlistment and before entry on IADT. X Non-prior service enlistees assigned to an ARNG unit in a pay status are authorized not more than 12 paid training periods, not to exceed 90 days after date of enlistment and before entry on IADT (Non-High School graduates, GED holders and equivalents, or High School Juniors. Part II - Non-paid status F Non-prior service enlisted Soldiers currently on IADT (Basic and Advanced Individual Training; or Phase I of Split Training Option; or ARNG Civilian Acquired Skills Program (CASP) indicating that enlistees are in their required training). U Non-prior service Soldiers serving on the second part of their IADT for Phase II of Split Training Option L Non-prior service Soldiers awaiting IADT -- no IDT pay authorized, but has not used all authorized paid IDT periods authorized while awaiting IADT. The Soldier may perform IDT in a non-paid status. Z Soldier is awaiting IADT in a pay status but has reached the authorized number of training periods/pay status days for IDT. Soldier is not authorized to be paid any further IDT pay until completion of Basic Training, but may perform IDT in a non-paid status. Y Soldier on active service (AGR, ADT, ADOS, and FTNGD for Training or Operational Support (except extended active duty in the end strength of the Army)) for more than 30 days as an ARNG Soldier. The Soldier may not perform IDT, although may attend training with units when required by law or regulation in their AD or FTNGD status. I Soldiers assigned to the Inactive National Guard. They may not attend training or perform duty unless transferred to an active status. C-2. Attendance, absence, and performance codes Table C-2 lists the codes, includes the status for each code, states whether a remark is required in the DA Form 1379 to support that code, explains the situation, and states the TRC(s) affected by each code. a. Generally, TRCs will block pay when it is not authorized as stated in paragraph C-1 above. For example, attendance code P for a Soldier who has completed all authorized paid periods, will be rejected for pay, and the unit must then complete an Inactive Duty Performance Certificate in appendix M to document the non-paid training or duty. b. For other codes, the system will change an attendance code to an absence code if the Soldier does not perform required training within a stated period. For example, the system will change attendance code K, 13

20 *NGR May 2012 authorizing an RSTP, to absence code A if the Soldier does not perform the rescheduled training in the authorized 90 day period. It will also change attendance code S, authorizing an ETP, to absence code A if the Soldier does not perform equivalent training within 60 days after the unit training date. The unit commander should ensure that all Soldiers are properly coded before the end of the authorized period. Table C-2 Attendance, absence, and performance codes Code Status Remark required Explanation A B C Excused absence approved by the commander or designated representative Attached to another unit Constructive attendance authorized No--see appendix E. Yes -- Upon departure and return only -- see appendix E. Yes: 1. Upon departure and return for a period during which a Soldier was authorized constructive attendance; or 2. Upon gain of a Soldier through in-service enlistment or interstate transfer, but the Soldier is enroute; or 3. Upon gain and the Soldier is awaiting results of a drug and alcohol test; or 4. For AD and FTNGD when performed on days on which regularly scheduled Unit Training Periods are conducted and for which an RSTP is not scheduled or has not been performed; or 5. Upon issuance of Conditional Release (DD Form 368) (AR ) to relocate. Note: The Soldier is required to attend training while on conditional release unless outside the reasonable commuting distance; or 6. For the second UTP in a day for a Soldier in the ING ordered to perform one UTP for muster-type duties and who will be reassigned on the next day to the ING.--see appendix E. Authorized absence of an assigned or attached Soldier not authorized pay or retirement points credit. TRC must be A, P, Q, or X. Soldier is attached to another ARNG unit. TRC must be A, P, Q, or X. Authorized constructive attendance per NGR , NGR , NGR , NGR 614-1, and AR TRC must be A, Y, L, or Z. 14

21 3 May 2012 * NGR Table C-2 Attendance, absence, and performance codes -- continued Code Status Remark required Explanation E H K M N Authorized to perform rescheduled training period (RSTP) prior to or on the day of the unit's regularly scheduled training period(s) Hospitalized or incapacitated in line of duty Absent and authorized to perform RSTP on or after the date of unit training Under arrest by civil authorities Present for retirement points only Yes--see appendixes E and H. Yes -- only upon first entering status or upon a change in status--see appendixes E and I. Yes-- after duty is performed-- see appendixes E and H. No--see appendix E. No--see appendix D. Inactive duty performance certificate for a rescheduled period has been received before the DA Form 1379 is signed. TRC must be A, F, P, Q, U, X, or Y. Absence is due to hospitalization or incapacitation in the line of duty and unable to perform normal military duties. (1) A Soldier able to perform normal military duties is required to attend scheduled training and will be reported under the appropriate attendance or absence code. (2) If receiving incapacitation pay, but able to perform limited or restricted military duties, and the Soldier attends unit training for retirement points only, see attendance code N below. TRC must be A, P, Q, X, L, or Z. A Soldier authorized to: (1) Perform a rescheduled training period after the scheduled unit training. (2) Perform rescheduled unit training on the same date or prior to the scheduled unit training, but training certification has not been received. TRC must be A, P, Q, X, or Y. A Soldier under arrest or confined by civil authorities. TRC must be A, P, Q, or X. Present at a scheduled period of training, not entitled to inactive duty training pay, but entitled to retirement point credit. TRC must be A, P, Q, X, L, or Z. P Present No--see appendix D. Present at a scheduled period of training in a prescribed uniform, neat and soldierly appearance, and performed assigned duties in a satisfactory manner. TRC must be A, P, Q, or X. S T Equivalent training period (ETP) authorized On Initial Active Duty for Training No--see appendix E. Yes -- only upon departure and return --see appendix E. Authorized to perform equivalent training period within 60 days after the unit s regularly scheduled training period(s). A Soldier will not be authorized more than four periods of equivalent training per fiscal year. TRC must be A, P, Q, or X. Soldier is on IADT at the time of a scheduled unit training period. TRC must be F or U. 15

22 *NGR May 2012 Table C-2 Attendance, absence, and performance codes -- continued Code Status Remark required Explanation U W X Y Unexcused absence or unsatisfactory performance Soldier previously coded as an attendance code K for duty performance 1. Not assigned or attached to the unit 2. Inactive National Guard (ING) Soldier previously coded as an attendance code S Yes -- only for unsatisfactory performance--see appendixes D and E. Yes--see appendix H. Yes--see appendix E. a. Yes -- upon each assignment to the ING. b. Yes -- upon return to the paid drill strength of the unit. c. Yes -- upon return to the paid drill strength of the unit only for one day for the purpose of performing mustertype duties, will return to the ING on the next day-- see appendix D. Yes-- see appendix E. Soldier is charged with: (1) Unexcused absence, or; (2) Soldier did not wear the prescribed uniform, or; (3) Did not present a neat and soldierly appearance, or (4) Did not perform assigned duties in a satisfactory manner. TPC must be A,P,Q, or X. Inactive duty performance certificate for a rescheduled training period, after the unit's regularly scheduled training period(s), has been received before the DA Form 1379 is signed. TRC must be A, F, P, Q, U, X, or Y. Soldier is not a member of the unit on the date of the unit s scheduled period of training. TRC not applicable. Soldier is not a member of the unit s accountable strength (see paragraph 1-6d). TRC must be I. On the day of the assignment, the Soldier is transferred into paid drill strength (Selected Reserve) of the unit. TRC must be A, P, Q, or X. The Soldier is transferred into the paid drill strength (Selected Reserve) of the unit only for one day and ordered to participate in one UTP of at least 4 hours to perform muster-type duties. The Soldier will be in TRC A for this day. If the Soldier performs the muster-type duties satisfactorily, record with attendance code P and process for reserve compensation. If another UTP is scheduled on that day, enter attendance code C for constructive attendance for the second UTP, then transfer the Soldier to the ING effective the next day. TRC will again be I. Equivalent training period previously authorized and the Soldier performed the ETP within the 60 day period. 16